CASE STUDY: PKF

Working smarter and saving time

For the accounting team at PKF Dunedin, efficiency is essential to growing their business and supporting clients – which is why they chose to partner with Optimus for a more streamlined and secure IT solution. The result? Better internal productivity, fewer headaches, and more time to offer great service.

Background

PKF Dunedin are chartered accountants and advisors who provide strategic forecasting and business services. The 17-person team of experts approach their work with professionalism, confidentiality, and a commitment to phenomenal client service.

In 2019, PKF Dunedin realised that they needed a more efficient technology system that could support their growing service. It was about more than just saving time and reducing confusion for staff – it was also an opportunity to provide better cybersecurity for their clients.

That’s when they called on Kyle Greig, Business Development Manager for Optimus, to help transform their IT solution.

Problem

Before working with Optimus Systems, the team relied on an overcomplicated network that required extensive on-site hardware. It was time-consuming to use and difficult for staff to navigate.

To find the right solution for PKF Dunedin, the Account Management team from Optimus took the time to get to know the environment and understand the specific needs of the staff. They identified PKF’s desire to offer better flexibility, remote working options, and time-efficient digital processes.

Solution

Optimus advised that the best solution for the PKF team was to invest in Microsoft 365 for a more effective and safer cloud-based solution. This transition helped:

      Remove PKF’s dependency on hardware equipment in their office

      Move staff emails into the cloud for easier and more secure access

      Move documents and data from an on-premises server to a SharePoint online

Optimus then helped the PKF team move old accounting applications that were held on servers to a Windows Virtual Desktop using Microsoft Azure. James Nation, COO for PKF Dunedin, describes the transition into the Microsoft package as “a seamless, all cloud based solution, which has given us the flexibility to go mobile and connect with multiple devices.”

Transitioning out of antiquated applications has been an ongoing process for the Dunedin team, as several long term clients still rely on historic systems. James says, “Optimus has helped us decommission services when necessary, and convert some of our clients into new platforms. Their support has made the whole process incredibly smooth.” 

New digital project management tools have helped PKF uncover a more granular view of their own processes. They have been able to identify time-wasting processes, and make strategic decisions about how to better support their staff on a daily basis, as well as over the long term.

THE RESULTS INCLUDE: • Uncovering crucial areas for upskilling staff • Collecting productivity data to find tasks that cause friction • Using technology to track growth and improvement

Now, their digital solutions make it easy to locate and access the tools and information needed on the job. The current IT system is more approachable for staff to learn and use – which has resulted in better accuracy and consistency.

The new system also benefits PKF’s clients in Dunedin. Storing information on a server added a significant risk, which Optimus helped identify and solve. Cloud-based solutions offer more secure data storage, and therefore better security for their clients.

“The solutions from Optimus have inspired so many valuable conversations about our own productivity and operations – helping our team become stronger and more efficient in several ways,” says James.

Outcome

For PKF Dunedin’s needs, Optimus proved to be a more cost-effective option than having one internal IT specialist – with the added benefit of having an entire team of experts providing support.

“Optimus is great from a management perspective. The forward-thinking insights we receive from Kyle brings so much to our team. His transparent, clear, expert knowledge helps us make better decisions around IT and how we can use technology to improve our business.”

It’s important to have a team that not only delivers valuable insight, but also puts those ideas into action. “The Account Management team makes it easy to bounce ideas. Everyone at Optimus is approachable and easy to work with – but most importantly, they always make it happen.”

Building an optimal IT solution, however, doesn’t happen overnight. Optimus continues to work with PKF to improve efficiency and reduce risk. “Optimus makes sure that we are doing everything we possibly can – that our cybersecurity is where it needs to be, and we’re protecting our client’s information with the best solutions.”

The next step for PKF Dunedin will be a more streamlined, cloud-based document management system. This will help the team seamlessly share, edit, and store files safely and securely, without depending entirely on in-house servers.

Ultimately, Optimus has provided PKF Dunedin with a valuable path towards becoming a better business for their clients. Improving operations, streamlining digital management, and employing superior security measures has transformed PKF’s IT infrastructure into a stronger and more efficient system.

“Everyone at Optimus is approachable and easy to work with – but most importantly, they always make it happen.”

JAMES NATION
COO, PKF DUNEDIN

benefits of moving
with Optimus

Single Technical Contact

Minimized downtime

Physical Moving of devices

Setup of Servers and Workstations

Connectivity Setup (WiFi / Internet / WAN / VoIP)

Scalability

A Partner with 20+ Years of Expertise

If you’re just moving to a new location or scaling your business, you can’t afford unnecessary downtime.

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